Statement of Best Practices
of Emergency Evacuation
Planning for Tented Events
February 2013
02-13-TENT-SBP001
ARA’s Commitment
T
he American Rental Association
(ARA) is committed to putting
forth initiatives that increase
awareness of best practices, clarify
responsibilities and address the safe use
of equipment. Members of the party and
event rental industry, both equipment
rental companies and manufacturers,
have identified a need to assist tent
rental customers with their emergency
evacuation planning. To that end, ARA
has developed this industry-recognized
Statement of Best Practices of Emergency
Evacuation Planning for Tented Events,
which addresses both weather-related and
other emergencies.
This Statement of Best Practices of Emergency Evacuation Planning for Tented Events (this “Statement”) developed by the
American Rental Association and ARA Insurance Services, Inc., a wholly owned subsidiary of the American Rental Association
(collectively, the “ARA”), is intended to provide general guidance to assist member companies and tent rental customers
with emergency evacuation planning when using tents and related rental equipment. The ARA does not purport to include
in this Statement all possible scenarios which may require evacuation or all possible safety measures and procedures that
could be used in each evacuation scenario. Each member company and rental customer should use its own independent
judgment and discretion in successfully implementing the materials in this Statement to best fit the unique needs of its event
and the particular use of the tent and other rental equipment.
The ARA expressly disclaims any warranties or guarantees, express or implied, and the ARA shall not be liable for damages
of any kind in connection with the material, information, or procedures set forth in this Statement or for reliance on the
contents of this Statement. In issuing this Statement, the ARA is not rendering legal or other professional services. This
Statement is not a substitute for applicable laws, standards and regulations and does not alter or limit the obligation of
member companies and rental customers to fully comply with federal, state and local law and prudent safety measures
relating to the use of tents and other rental equipment. This Statement is not intended to create new legal liabilities or
expand existing rights or obligations.
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02-13-TENT-SBP001
Table of Contents
I. Introduction ..........................................................................................4
Situation Analysis .........................................................................................4
Objectives of the Document ........................................................................4
II. Steps in the Tent Rental Process .................................................5
III. Guidance for Rental Companies ...................................................6
Tents are Temporary Structures . ..................................................................6
Hazards and Risks Associated with Temporary Structures..............................6
When, How and to Whom Should Emergency Evacuation Planning
Guidelines be Communicated.......................................................................9
Why and How to Train Your Employees ........................................................9
IV. Explaining Emergency Evacuation Planning to
Rental Customers .................................................................................10
V. Sample Documents.............................................................................12
Guidelines for Developing an Emergency Evacuation Plan
for a Tented Event.........................................................................................13
Checklist for Developing an Emergency Evacuation Plan
for a Tented Event.........................................................................................16
VI. When Rental Equipment is Involved in an Emergency.......18
VII. Resources . .............................................................................................22
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3
Section I: Introduction
Situation Analysis
Failure to evacuate a tent in an emergency can result in serious injuries or even fatalities.
By their very nature, tents are temporary structures that are not designed to withstand
extreme weather conditions or provide protection in emergency situations. Following are
several examples of emergencies that occurred during tented events:
n During a sudden and severe summer storm, event participants took shelter under a tent
from the strong winds that were uprooting trees and ripping off branches.Those same forces
pulled tent stakes out of the ground, creating slack in the tent. A loose pole struck a young
boy in the head, killing him.
n Partygoers huddled under a tent during an unusually heavy rainstorm. At the same time as
the ground became saturated, water accumulated in the top of the tent. The tent collapsed
around the crowd, trapping them and causing several injuries.
n Several tents that were set up for a street festival were installed with sidewalls and had heaters
powered by propane. Outside one tent, a propane tank exploded when it was accidentally
knocked over. Several attendees suffered burns and smoke inhalation in the ensuing fire.
Objectives of the Document
n Underscore the fact that tents are not safe shelters in emergency situations.
n Educate all entities involved in tented events about their roles in ensuring the safe use of
the equipment.
n Assist rental companies and their customers in understanding the industry’s best practices
regarding measures to take when emergency situations occur during tented events.
n Encourage tent rental customers to prepare emergency evacuation plans for their events.
n Enhance the safe use of rented tents in order to reduce injuries from emergencies.
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Section II: Steps in the Tent Rental Process
It is beyond the scope of this document to detail all the steps involved in the tent rental
process; therefore the following assumptions have been made:
n Employee Training – Tent installers and crew supervisors have been trained in all
aspects of their work so they are capable of performing their tasks properly while
preventing injury to themselves or others. For training assistance, see Section VII: Resources
for a list of available products and programs.
n Site Survey – According to industry best practices, the site has been visited and a plan
developed prior to the installation of any tent. Site visits are critical to determine firsthand
what is feasible regarding the layout of tent locations, whether there are obstructions/
obstacles in the installation area, the condition of the soil, wind exposure, etc.
n Codes/Permits – The rental company is aware of and has adhered to applicable building
codes, fire regulations and permit requirements for tents and other associated equipment
(e.g., generators, electrical distribution equipment, heaters, staging, etc.), which vary for
each municipality.
n Products – All equipment components have been maintained and are in good
working order.
n Manufacturers’ Instructions – All tents and other equipment have been installed and
secured according to the manufacturers’ instructions.
n Precautions – Based on weather predictions or site conditions, the rental company has
increased securement of the tent or canceled the rental for safety reasons.
n Other Vendors – The rental company has coordinated with other vendors who
have provided services and equipment for the event. Those other companies, which
may include the venue itself, caterers, florists, lighting companies, portable restroom
companies, etc., are in compliance with local codes, permits, licenses and ordinances.
n Inspections – The rental company has inspected the initial tent installation and will
periodically re-inspect to ensure the tent remains secure. The time between inspections
will vary according to factors such as weather, site conditions and local codes.
n Signed Contract – A rental contract has been signed by the customer, providing the
terms that govern the rental transaction. See Section VII: Resources for information on
ARA’s Business Management: Contracts and Legal Guidelines.
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Section III: Guidance for Rental Companies
Although it is not the rental company’s responsibility to implement an emergency
evacuation plan, providing guidance to tent rental customers benefits the rental company
in several ways:
n It can reduce the risk of injuries from accidents such as unforeseen storms or
other emergencies.
n Fewer injuries mean fewer insurance claims, lawsuits and negative publicity.
n It adds value to the rental transaction.
Tents are Temporary Structures
Typically, a temporary structure is defined as any structure that will be in place for less
than 180 consecutive days. The definition may vary according to local building and
fire codes.
Hazards and Risks Associated
with Temporary Structures
Tents are not adequate shelters and should be evacuated in certain conditions. For example,
even though tents are manufactured with fire-resistant material and some are certified by
their manufacturers to withstand high-wind loads, they are not designed to protect occupants
in fires, wind storms or other emergency situations.
Manufacturers provide warnings
about potential hazards, both
in equipment manuals and
instructions, and by posting them
on the products themselves.
Rental companies follow
manufacturer instructions by
adhering to the posted warnings.
On the next page are two
warning labels supplied by tent
manufacturers.
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NOTICE
This tent product is not intended to be used as a shelter from severe weather. Aztec
assumes no liability for such use. An evacuation plan for the area covered within this
tented space is imperative and shall be thoroughly posted for all users and potential
occupants of the tent. Severe weather including storm systems, moderate to severe
wind, heavy rains, snow, or any condition that raises any doubt to the structural
integrity of the tent are immediate signs that an evacuation is necessary. Severe bodily
injury and/or death can occur.
The installation of electrical, plumbing, lighting, appliances and/or HVAC equipment are
not covered within this manual. Users/Installers shall follow local code requirements
for the installation of these items using certified personnel. Aztec Tents shall be
indemnified and held harmless from any such use or injury resulting from its use.
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Tents should be evacuated when any of the following hazards exists:
Hazardous Situation
Why Evacuate
Damaging winds
The tent could collapse and injure occupants; the tent cannot
protect occupants from flying debris.
Fire or explosion
The tent cannot protect occupants from excessive heat, flames
or flying debris.
Lightning
Lightning poses a risk of electrocution, electric shock or fire.
Hail or sleet
Excessive weight could cause the tent to collapse and injure
occupants.
Excessive rainfall
Saturation of ground with water may compromise securement.
The tent could collapse and injure occupants.
Flash flooding
Saturation of ground with water may compromise securement.
The tent could collapse and injure occupants.
Snow accumulation
Excessive weight could cause the tent to collapse and injure
occupants.
Ice storm
Excessive weight could cause the tent to collapse and injure
occupants.
Gas leak
Atmospheric conditions may not be suitable for occupants.
Earth movement
(e.g., tremor, landslide)
Ground conditions may not be suitable for occupants and may
compromise the tent’s securement.
This is not an all-inclusive list. In developing emergency evacuation plans, rental customers
should determine any and all emergency conditions that could arise during their events.
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When, How and to Whom Should Emergency
Evacuation Planning Guidelines be Communicated
Depending upon the event, the responsibility for emergency evacuation planning may
fall to the event planner, the property owner, the venue manager or any other entity
involved in the event. For the rental company’s purposes, guidance regarding emergency
evacuation planning is communicated to the tent rental customer whose representative
signs the rental contract.
Each rental company can choose, based upon its procedures, the best time(s) to advise the
customer of the need for an emergency evacuation plan: at the time of reservation, when
the contract is signed, as part of the site survey, during delivery and installation of the tent,
and/or at any other time during the rental transaction.
In addition, it is recommended that the rental company include clauses in its rental contract:
1) warning the customer that the tent is not adequate shelter in emergency situations
2) establishing the customer’s acknowledgement that emergency evacuation planning
guidance was provided and 3) allowing the rental company to dismantle the tent and/or
cancel the rental when extreme weather conditions or other emergency situations exist.
Why and How to Train Your Employees
There are several reasons why you should train your employees about emergency
evacuation planning, including:
1. There is the possibility that any employee will take an emergency call from
a customer.
2. The salesperson(s) and members of the tent crew may need to explain the
emergency evacuation planning guidelines to your customer.
3. Tent installers could be caught in an emergency evacuation situation and will need to
know what steps to take.
4. If your employees do not handle an emergency situation according to your policies
and procedures, you could be held liable for any resulting damages.
This document provides several tools that can assist you in training your employees.
Refer to:
n S
ection IV: Explaining Emergency Evacuation Planning to Rental Customers, which
addresses the questions employees may receive from customers.
n S
ection VI: When Rental Equipment is Involved in an Emergency, which outlines
suggested steps to take when receiving an emergency call.
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Section IV: E
xplaining Emergency
Evacuation Planning
to Rental Customers
To assist rental customers in preparing for emergencies, this best practice includes the
Guidelines for Developing an Emergency Evacuation Plan for a Tented Event on Page 13.
After reviewing this document, rental customers may have questions. Following are
potential questions you may receive and suggestions on how to address them.
n Whose responsibility is it to ensure guests’ safety? Reiterate that it is the
customer’s responsibility to ensure their guests’ safety. One of the ways to do this is to
develop an emergency evacuation plan for their event.
n Why aren’t tents suitable as shelters in severe weather? Tents are temporary
structures that can provide protection from moderate weather, but they are not designed
to serve as shelters in severe conditions. Also, they do not meet the requirements of
permanent buildings for protecting occupants.
n Why designate a point person? Emergencies can develop with little or no warning.
In an emergency, there is a lot of confusion and the situation can become chaotic.
Having someone on site designated as an “authority figure” ensures that protective steps
are taken immediately.
n Why will the listed emergency conditions trigger an evacuation? Many
customers may be unaware that tents are not safe shelters in emergency situations.
Be prepared to explain the risks associated with each hazard. Refer to the Hazards and
Risks Associated with Temporary Structures in Section III for detailed information.
n Why do I need an emergency evacuation location? Remind the customer that
tents will need to be evacuated in emergency situations. Having a predetermined
evacuation location will ensure that it is available if needed and will eliminate delays in
getting guests to safety. Evacuation could be to a permanent building, vehicles, an open
area away from the tent or to locations recommended by the National Weather Service or
Emergency Alert System. Of utmost importance is that the tent should never be used as a
shelter in an emergency situation.
n Why do I need to plan ahead for backup methods of communication?
In times of emergencies, there may be no electrical power and cellphone signals may
be interrupted. To ensure there is a way to communicate to appropriate emergency
service personnel and others, customers should think about a communication
contingency plan.
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02-13-TENT-SBP001
n Why would I want to make a preliminary announcement regarding a
possible evacuation? Communication during large or public events is challenging
even without an emergency situation. Therefore, it may be prudent to prepare
attendees prior to an emergency in order to facilitate an orderly and safe evacuation
if the need arises. Also, if forecasts indicate a possible need to evacuate, the
announcement will prepare occupants and accelerate the evacuation.
n Why do I need to monitor the weather? Weather conditions can change
quickly, becoming dangerous in short order. It is best to have a designated person
monitor the weather so that point person can alert guests of an impending
emergency and initiate evacuation, if necessary, before an accident occurs.
n Why do I need to monitor the tent structure after installation? The rental
company may not have a representative on site after installation is complete.
Various conditions (e.g., rain, vehicles hitting
poles, etc.) may alter the installation, which,
in turn, affects the tent’s stability.
n When the emergency is over, when
can I go back in the tent? You should
contact the rental company before returning
to the tent. The tent’s stability may have
been compromised during the emergency
situation and the rental company can advise
you of the proper next steps.
02-13-TENT-SBP001
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Section V: Sample Documents
As stated earlier in the document, it is your customers’ responsibility to ensure their guests’
safety. One of the ways they can do this is to develop an emergency evacuation plan for their
event. Over the next several pages, you will find the following sample documents that you can
provide to your customers to facilitate this process.
»
Guidelines for Developing an Emergency Evacuation
Plan for a Tented Event
»
Checklist for Developing an Emergency Evacuation
Plan for a Tented Event
To download these documents, go to ARA’s website, ARArental.org, or ARA Insurance’s
ReSource website via ARAinsure.com.
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Guidelines for Developing an Emergency
Evacuation Plan for a Tented Event
The rented tent will be erected to exacting standards to provide temporary accommodations for
your event. Tents can provide protection from moderate weather, but are not designed for use as a
shelter in severe weather because such conditions could exceed their ability to protect occupants.
In addition, tents may need to be evacuated for other types of emergency situations.
It is your responsibility to ensure your guests’ safety. The rental company recommends that you
develop an emergency evacuation plan so you are prepared to act decisively in the event of an
emergency during your event. Following are suggested guidelines for developing an emergency
evacuation plan.
Prior to the Event
Point Person(s)
Designate someone who will be in charge of the emergency evacuation plan and on site for the
entire event. The point person(s) will assist in developing the plan and be responsible during the
event for monitoring the weather, determining whether a situation calls for evacuation, and if so,
acting decisively and authoritatively to instruct guests to evacuate. The point person(s) can be an
individual or a small group. For example:
n For a wedding: A family member, member of the wedding party, etc.
n For a corporate event: An event planner, company representative, etc.
n For a public event: A show manager, representative of the venue, the fire chief, etc.
These Guidelines for Developing an Emergency Evacuation Plan for a Tented Event (these “Guidelines”) developed by
the American Rental Association and ARA Insurance Services, Inc., a wholly owned subsidiary of the American Rental
Association (collectively, the “ARA”), are intended to provide general guidance to assist you with emergency evacuation
planning when using tents and related rental equipment. The ARA does not purport to include in these Guidelines all
possible scenarios which may require evacuation or all possible safety measures and procedures that could be used in
each evacuation scenario. You should use your own independent judgment and discretion in successfully implementing
these Guidelines to best fit the unique needs of your event and your particular use of the tent and other rental equipment.
The ARA expressly disclaims any warranties or guarantees, express or implied, and the ARA shall not be liable for
damages of any kind in connection with the material, information, or procedures set forth in these Guidelines or for
reliance on the contents of these Guidelines. In issuing these Guidelines, the ARA is not rendering legal or other
professional services. These Guidelines are not substitutes for applicable laws, standards and regulations and do not
alter or limit your obligation to fully comply with federal, state and local law and prudent safety measures relating to
the use of tents and other rental equipment. These Guidelines are not intended to create new legal liabilities or expand
existing rights or obligations.
02-13-TENT-SBP001
13
Emergency Conditions
Work with the point person(s) to determine the emergency conditions that will trigger an evacuation of
the tent structure. Following are some examples of situations in which it is unsafe to remain in a tent:
Hazardous Situation
Why Evacuate
Damaging winds
The tent could collapse and injure occupants; the tent cannot protect
occupants from flying debris.
Fire or explosion
The tent cannot protect occupants from excessive heat, flames or
flying debris.
Lightning
Lightning poses a risk of electrocution, electric shock or fire.
Hail or sleet
Excessive weight could cause the tent to collapse and
injure occupants.
Excessive rainfall
Saturation of ground with water may compromise securement.
The tent could collapse and injure occupants.
Flash flooding
Saturation of ground with water may compromise securement.
The tent could collapse and injure occupants.
Snow accumulation
Excessive weight could cause the tent to collapse and
injure occupants.
Ice storm
Excessive weight could cause the tent to collapse and
injure occupants.
Gas leak
Atmospheric conditions may not be suitable for occupants.
Earth movement
(e.g., tremor, landslide)
Ground conditions may not be suitable for occupants and may
compromise the tent’s securement.
Evacuation Location
Work with your point person(s) to predetermine where guests will go and how they will get there if the
tent must be evacuated:
n Identify a nearby permanent building large enough to accommodate your guests, make sure it will
be open and accessible during your event, and make a note of its address in case you have to
call for emergency assistance. If there is no building nearby, consider using vehicles, an open area
away from the tent or locations recommended by the National Weather Service or Emergency Alert
System. Of utmost importance is that the tent should never be used as a shelter in an emergency
situation.
n Determine how guests will get to the evacuation location (e.g., the route to take, travel by foot or car,
etc.). Consider preparing a sketch of the event site.
Communication
Plan how you will communicate with your guests in an emergency. Depending upon the size of the
event, consider backup methods of communication for situations in which there is no electrical power,
cellphone signals are interrupted, etc.
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Prior to and During the Event
Weather Monitoring
Beginning at least two hours before the start of the event, the point person(s) should begin monitoring
a source of weather information such as the National Weather Service. If any of the weather emergency
conditions listed previously are predicted, you may need to postpone or cancel the event.
Tent Structure
After the tent has been installed, monitor the tent structure for various changes. These would include
stakes or augers pulling out of the ground; tent weights moving; loose poles, ropes or straps, etc. If you
notice any of these occurring, contact the rental company immediately.
During the Event
Announcement
Based on weather forecasts and other circumstances, you may wish to make an announcement to
participants regarding the identification of the point person(s), location of exits and the emergency
evacuation location.
Evacuation
Continue to monitor the weather and be alert for other emergency situations during the event. Implement
your evacuation plan for any of the following conditions:
n A severe weather alert is posted by the National Weather Service.
n Dark clouds are approaching.
n Lightning strikes within one mile (less than a five-second count between lightning and thunder).
n Hail or sleet falls.
n Twigs break from trees or large trees sway.
n Any of the tent anchoring devices fail or the tent begins to move (e.g., tent poles wobble, ropes snap,
tent top rips or tears, etc.).
n Rain falls so hard it runs off tent walls in sheets.
n Water is running through the tent or surrounding area.
n Snow or ice is accumulating.
n An explosion, excessive heat, smoke or fire is in the vicinity of the event.
n There is ground movement of any kind.
n Other conditions exist as previously determined in developing your emergency plan.
Call for Help
After instructing guests to evacuate, you may need to call for police, fire or medical help as the situation
warrants.
After an Evacuation
Even if the tent appears intact, it may not be safe to return. If stakes or augers have pulled out of the
ground, tent weights have moved, or there are loose poles, ropes or straps, contact the rental company so
that the tent may be re-secured before resuming the event.
Accepted by (customer): ________________________________________________________________________
Reservation/Rental Contract number: ____________________________________________________________
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Checklist for Developing
an Emergency Evacuation Plan
for a Tented Event
This checklist can help in developing your emergency evacuation plan.
Prior to the Event
Designated Point Person(s)
Name ________________________________
Cell Number _____________________
Name ________________________________
Cell Number _____________________
Emergency Conditions to be aware of (check what may apply to your region/seasonality):
o
Lightning
o
Heavy rainfall
o
Ice storm
o
Hail or sleet
o
Flash flooding
o
Fire or explosion
o
Damaging winds
o
Snow accumulation
o
Gas leak
o
Earth movement
o
_________________
o
___________________
Emergency Evacuation Location
Name ______________________________________ Phone No. ______________________
Location/address ______________________________________________________________
Route to evacuation location ____________________________________________________
Confirmed the shelter will be open and available:
o
Yes
o
No
Backup Method of Communication
o
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PA
02-13-TENT-SBP001
o
Cellphone
o
Walkie-talkie
o
Bullhorn
Other _______________
During the Event
An initial announcement of location of emergency evacuation location will be made.
Yes
o
o
No
If yes, by whom: __________________________________________
Weather Monitoring
Weather alert radio
o
o
Radio
o
TV
o
Cellphone app
Evacuation Cues
During the event, implement your evacuation plan for any of the following conditions:
o
A severe weather alert is posted by the National Weather Service.
o
Dark clouds are approaching.
o
Lightning strikes within one mile (less than a five-second count between lightning
and thunder).
o
Hail or sleet falls.
o
Twigs break from trees or large trees sway.
o
Any of the tent anchoring devices fail or the tent begins to move (e.g., tent poles wobble, ropes snap, tent top rips or tears, etc.).
o
Rain falls so hard it runs off tent walls in sheets.
o
Water is running through the tent or surrounding area.
o
Snow or ice is accumulating.
o
An explosion, excessive heat, smoke or fire is in the vicinity of the event.
o
There is ground movement of any kind.
o
Other conditions exist as previously determined in developing your emergency plan.
Emergency Phone Numbers
Pre-program these numbers into your cellphone:
911 or
Fire Dept. _________________________________
911 or
Police Dept. _____________________________
Rental store _______________________________
Venue __________________________________
Event/wedding planner _____________________
Rental customer __________________________
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Section VI: W
hen Rental Equipment
is Involved in an Emergency
When your rental company receives a call about a possible emergency at an event, you or your
employees will need to take immediate action. The procedures outlined in the Communicating
with the Customer Flowchart (Figure 1) will help determine whether the caller simply
needs guidance or whether the situation warrants implementation of your company’s crisis
management plan.
It is recommended that Pages 18-21 of this document be made accessible to all employees
who might receive calls about an event. That means ensuring employees have copies at
work, home, in their vehicles or digitally on a laptop computer, tablet or smartphone.
If emergency services has been called or needs to be called because of injuries or life-threatening
conditions, you will need to put your crisis management plan in action.
It is recommended that all rental companies have in place a crisis management plan and
team. The team — typically made up of a key manager(s) and several individuals within your
organization — will be responsible for controlling a crisis situation. Team members should be
familiar with your company’s policies and procedures, and someone should be experienced
with public relations and the legal ramifications of decisions made during a crisis. To effectively
handle any crisis, the team needs to present a united front and provide strong and decisive
leadership.
Refer to Section VII: Resources for information on a crisis communication plan available through
the ARA Foundation. If it is determined that the crisis management plan should be implemented,
the following steps will serve as guidelines for your company.
Step 1: Communicating with the customer
1. Find out whether anyone has been injured or if conditions are life-threatening.
If yes, instruct the caller to call 911 immediately and then call you back.
2. When they call back, find out who you are talking to and request their cellphone
number so you can reconnect if you are disconnected.
3. If emergency services has already been called, ask who is responding and the status
of their arrival.
4. Ask who is managing the site.
5. Ask the caller questions to determine whether the tent structure has been
compromised or conditions warrant it being evacuated. (Refer to the Communicating
with the Customer Flowchart.) If either has occurred, instruct the caller to evacuate
the tent immediately. If neither has occurred, have the caller continue to monitor
the situation.
6. If emergency services has been called and/or the tent has been compromised, inform
the caller that the rental company will send a representative as soon as possible.
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Figure 1: Communicating with the Customer Flowchart
Emergency call received
from customer.
YES
YES
NO
Are there injuries
or life-threatening
conditions?
Who am I talking to and what
is your cellphone number?
NO
Have any emergency
services been
called?
Who is managing
the site?
Instruct caller to dial 911
and then call back.
Who am I talking to and what
is your cellphone number?
CUT HERE
Which emergency services
are responding and what is the
status of their arrival?
YES
Who is managing the site?
Do conditions
warrant evacuation
or do any of the
following conditions
exist?
• Are stakes or augers
pulling out of the ground?
• Are tent weights moving?
• Are there loose poles,
ropes or straps?
NO
Instruct caller to continue
to monitor the site.
YES
NO
Has the tent been
evacuated?
Instruct caller to
evacuate the tent.
Inform caller a company
representative will be sent
to the site.
Remind caller to implement their
evacuation plan for any of the following
conditions:
• Severe weather alert is posted by the
National Weather Service.
• Dark clouds are approaching.
• Lightning strikes within one mile.
• Hail or sleet falls.
• Twigs break from trees or large trees
sway.
• Any of the tent anchoring devices fail
or the tent begins to move.
• Rain falls so hard it runs off tent walls
in sheets.
• Water is running through the tent or
surrounding area.
• Snow or ice is accumulating.
• An explosion, excessive heat, smoke or
fire is in the vicinity of the event.
• There is ground movement of any kind.
Thank the customer for
their business.
Thank the customer for
their business.
YES
Do conditions warrant
evacuation of the tent?
Instruct caller to
evacuate the tent.
NO
Inform caller a company
representative will be sent
to the site.
Thank the customer for
their business.
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02-13-TENT-SBP001
Step 2: Communicating with the crisis management team
1. Immediately call/text everyone on the team with the pertinent information.
2. Determine who and what equipment needs to go to the site.
3. Arrange for company representative(s) to go to the site.
Step 3: Securing the equipment
1. Once on site, immediately take steps to secure your property.
2. Take photos of the damage.
Step 4: Communicating with the media
Communications need to be controlled. Appropriate channels of communication
need to be used to efficiently deliver accurate and honest information to quell
rumors and negative publicity. Someone from your crisis management team needs
to be appointed to speak to the media. Ensure that the crisis management team has
a copy of the media/crisis plan available both at the rental operation and remotely.
Step 5: Contacting your insurance company
Report the incident to your agent or company as soon as possible, even if there is
no damage to your equipment. If there is a possibility of an injury, the insurance
company will need to be informed. Provide the following information when
reporting a claim:
1. Date, time and location of the accident.
2. Name(s) of injured person(s) and their contact information.
3. Renter’s name, address and telephone number.
4. Names and phone numbers of any witnesses.
5. Copy of the rental contract.
6. Any available police, fire department
or medical reports.
7. Type of equipment involved.
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Section VII: Resources
There are numerous industry resources available for your review and consideration. The following
information can be found on each organization’s website.
American Rental Association (ARA)
ARArental.org
n Business Management: Contracts and Legal Guidelines. This ARA manual provides a comprehensive
overview of rental contracts, including sample clauses.
n The Certified Event Rental Professional (CERP) program is the only certification available for those
in the party and event rental industry. It signifies professionalism and expertise in the field.
n Tenting: Event Rental Training Course (ERTC) is a rental-specific self-study discipline that covers
the entire tent rental process.
n ARA Events & Tents, designed specifically for those in special events and party rental,
is an educational program offered at The Rental Show that provides high-quality,
rental-specific seminars.
ARA Foundation
ARAfoundation.com
n Crisis Communication Plan. Developed by the ARA Foundation, this document offers examples of
different types of crises and provides guidelines for communicating during a crisis to employees,
stockholders and the community.
ARA Insurance
ARAinsure.com
n Rental industry-specific insurance coverage for automobiles, property, rental inventory, general
liability, excess liability and workers’ compensation.
n Complimentary copies or discounts on all ARA risk management products.
n ReSource, an online risk control website that provides round-the-clock access to rental-specific
tools and information.
n Smartphone application offering steps for what to do in the event of an accident, a claim
reporting function that includes the ability to send photos from the accident scene, and a function
for requesting policy information.
Industrial Fabrics Association International (IFAI)
Tent Rental Division (TRD)
Tentexperts.org
n The Industrial Fabrics Association International (IFAI) Procedural Handbook for the Safe Installation
and Maintenance of Tentage.
n Guidelines and online tool for ballasting of commercial tents.
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About the ARA
The American Rental Association (ARA)
is the international trade association for
the equipment rental industry, including
rental businesses and suppliers to the
industry. ARA provides educational,
insurance/risk management, business
management and marketing resources;
networking opportunities; industry
research; and legislative and regulatory
advocacy for its members.
About ARA Insurance
ARA Insurance is a wholly owned
subsidiary of ARA that focuses
solely on the needs of those in the
equipment rental industry. In addition
to developing unique, rental-specific
insurance coverage, it emphasizes
a comprehensive risk management
approach and reinvests in the industry
by sponsoring products and programs
that help rental operators reduce risk.
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23
For additional information,
to comment on this
initiative or to order
copies, contact:
1900 19th St.
Moline, IL 61265
Phone: 800-334-2177
ARArental.org
ARA members may download
this document and the sample
customer documents at
ARArental.org.
02-13-TENT-SBP001
102 N.W. Parkway
Kansas City, MO 64150
Phone: 800-821-6580
ARAinsure.com